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CITY OF LOUISVILLE <br />PURCHASING POLICIES <br />SECTION VIII - RECEIVING PROCEDURES AND CHECK <br />REQUESTS <br />RECEIVING PROCEDURES <br />• It shall be the responsibility of the receiving department /division to ensure <br />that shipped goods are received as ordered and in good condition. Upon <br />receipt of merchandise, check quantity, quality, and any specifications such <br />as model number, etc. to ensure that the goods have been received as <br />indicated on the packing slip and as ordered on the Purchase Order. <br />Receiving documents (Packing Slip or Receipt of Goods Form — Appendix C) <br />must be signed and dated by the employee receiving the goods; <br />• If the goods are faulty or damaged, notify the vendor and Accounts Payable <br />immediately. If damage is concealed or not noticed at time of delivery, retain <br />all boxes and packing lists and notify vendor immediately; <br />• All invoices shall be mailed by the vendor directly to the employee who made <br />the purchase; <br />• It shall be the responsibility of the receiving department /division to inform <br />Accounts Payable of the delivery and acceptance of an order by submitting <br />the receiving documents with the check request for payment. <br />CHECK REQUESTS <br />Check request forms (Appendix B) are used to request payment for materials or <br />services. Check requests must adhere to the following: <br />• Original invoice must be attached; <br />• All signed and dated receiving documents must be attached; <br />• All requests must be signed by the department director or an assigned <br />designee; <br />• P.O. must be referenced if applicable; <br />• Full or partial payments must be indicated. <br />Checks will be cut in accordance with the Accounts Payable schedule. <br />